Commercial Property Operations Coordinator

The Lewis Group of Companies; Upland (CA); On-site; USD 39,000 - 47,000; Full time

Benefits offered by this job

Annual bonus

Mileage reimbursement

Cellphone reimbursement $60/month

Health benefits

401k with company match

Raises eligibility

Job summary

The Lewis Group of Companies in Upland, CA, is seeking an Operations Coordinator for Commercial Property Management. The role supports property operations at our Upland corporate office, coordinating vendors, preparing contracts, tracking compliance, and maintaining records to ensure smooth daily operations.

Your work includes vendor coordination, contract administration, and maintaining documentation for multiple properties.

Qualifications

• 3–5 years of experience in administrative coordination, with facilities, construction, maintenance coordination, vendor/contractor coordination, and/or commercial property management preferred.
• Work experience tracking projects, administering contracts, purchasing, insurance documentation, and/or competitive bidding experience also preferred.
• Strong organizational skills and the ability to manage multiple priorities, deadlines, and follow-up items with minimal supervision.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint; experience with property management, work order, purchasing, or contract systems is a plus.
• A valid driver’s license and reliable transportation may be required for occasional travel to Company properties.
• Note: Occasional after-hours availability may be required to support property operational needs.

Responsibilities

• Coordinate vendors and contractors for repairs, maintenance, inspections, and other property-related work.
• Prepare and track vendor agreements, service contracts, purchase orders, change orders, invoices, and related documentation.
• Collect and maintain certificates of insurance and other vendor compliance documentation.
• Assist with purchasing maintenance materials, supplies, equipment, and services.
• Develop bid packages and scopes of work, solicit competitive bids, and organize bid comparisons.
• Coordinate tenant notifications and access for repairs, inspections, service interruptions, and maintenance activities.
• Track maintenance and repair projects from initial request through completion, including schedules, invoices, warranties, closeout documentation, and outstanding items.
• Support preventive maintenance scheduling and help ensure recurring services and inspections are completed on time.
• Maintain organized vendor, contract, bid, safety, permit, inspection, and compliance records.
• Assist with emergency management and business continuity documentation and coordination.
• Support property operations reporting, meeting preparation, calendars, records management, and special projects.

Skills

Administrative coordination

Vendor/contractor coordination

Project tracking

Communication skills

Organizational skills

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The Lewis Group of Companies in Upland, CA, is seeking an Operations Coordinator for Commercial Property Management. The role supports property operations at our Upland corporate office, coordinating vendors, preparing contracts, tracking compliance, and maintaining records to ensure smooth daily operations.

Your work includes vendor coordination, contract administration, and maintaining documentation for multiple properties.